Club constitution 2018/19

YUWake Constitution 2018/2019Contents1.Definitions2.Name of the Club3.Aims and Objectives4.Membership5.Code of Practice6.Club’s Committee7.Duties of the Club’s Committee8.Club Finance9.Meetings10.Election of the Committee11.Club Complaints Procedure12.Dismissal and Resignation of Committee Members13.Suspension and Exclusion of Members14.Amendments to the Club Constitution15.Dissolution16.Declaration

1.Definitions1.1.The Sports Club in this document will be referred as the ‘Club’.1.2.Those chosen to collectively represent the ‘Club’ shall be referred to as the ‘Committee’.

2.Name of the Club2.1.The Club’s name is University of York Wakeboarding and Waterskiing Club.

3.Aims and Objectives3.1.The aims and objectives of the Club are to promote the interests and act on behalf of Club Members.3.2.To provide an opportunity for members of the Club to meet and participate in the given activities together.3.3.The club’s specific aims shall be:[Particular improvements, changes or differences the Club will make to students. These should not contravene the Union constitution, or be the same as another Club.Increase York representation at competitive eventsContinue to grow and develop the club, increasing membership.Expand on winter training.Promote beginner participation.Improve presence on campus and social media.Build upon ties with other universities.Acquire sponsorship.Run a more accessible and widely attended training holiday.3.4.The club’s specific objectives shall be:[The areas of activity or overall practical steps the Club plans to accomplish its aims]Publicise more on campus and social media.Run fitness training in York for free throughout winter.Run more weekend trips to introduce beginners to the sport.Subsidise trip costs to appeal to beginners.More merchandise to improve presence on campus.Reapply for Roses and get involved in the BUCS community.Promote student nationals.Through the introduction of a training holiday, cultivate more regular members in order to be more attractive to potential sponsors.Run fundraising events to subsidise a training holiday.Negotiate a sponsorship deal with the venue in connection with our Roses competition.

4.Membership4.1.Membership of the Club will be open to all members of YUSU.4.2.Membership of the Club, in addition to section 4.1, will be open to non-YUSU members who are not subject to disciplinary proceedings or consequent condition of their membership.4.3.Non-YUSU members must not exceed 20% of the overall Club membership.4.4.The Club must have a core membership of 15 YUSU members.

5.Code of Practice5.1.Adhere to the constitution, general rules, regulations and policies of YUSU and UoY.5.2.No member should undertake any action that may bring the reputation of the Club, YUSU or the University into disrepute.5.3.Adhere to the constitution, general rules, regulations and policies of YUSU and UoY.5.4.A member must not participate in or omit to mention anything which might cause damage to themselves or others.5.5.Members must respect the property of the University, YUSU, the Club and of other members.5.6.Socials (and any related activity) must be opt-in only and have no effect on eligibility to hold membership of the Club or a committee position.5.7.The committee will ensure that members of the Club should not pressure or coerce any other member into any action with which they feel uncomfortable.5.8.Any action taken by the members on behalf of or while representing the Club in any way will also be accountable to the YUSU Code of Conduct found in Bye-Law 13.5.9.Members must act responsibly at all times when participating in activities and to avoid actions which could bring the group, YUSU, UoY or sponsors/funders into disrepute.5.10.Members should be aware of how their actions may be perceived by others.5.11.Conduct themselves in a reasonable manner relating to language, noise and behaviour.5.12.Compete in a manner of fair play, respect for opponents and polite behaviour regardless of the nature of the competition, when representing YUSU/UoY in a sports fixture.5.13.Treat facilities, staff and students at the UoY and other institutions with respect and abide by any rules that may apply.5.14.Refrain from any form of harassment of others and respect the rights, dignity and values of others.5.15.Not encourage or pressure others into acting against the Code of Conduct.5.16.Operate within the rules, including national guidelines, which govern the activity.5.17.Not carry out initiation ceremonies as detailed below.5.18.Not be unduly intoxicated at any event or activity where such behaviour could be deemed unacceptable or unprofessional.5.19.Abide by the law at all times.5.20.During social events, especially those involving the consumption of alcohol, to be aware of behaviour and the impact on others, particularly members of the local community.5.21.Not to consume alcohol whilst being transported to or from any activity organised under the umbrella of the student group, YUSU or UoY.5.22.Understand the repercussions of any breaches of this Code.5.23.Any additional Code of Practice Points

6.Club’s Committee6.1.The Committee will be collectively responsible for the effective management and day to day running of the Club.6.2.All of the Committee must be current YUSU members who are enrolled and studying on a University of York programme.6.3.The Committee shall have the power to set Club rules, in accordance with the Club Constitution.6.4.A new Committee must be elected at least annually at the Annual General Meeting (AGM)6.5.The democratically elected committee must consist of a:●President/Chair●Secretary●Treasurer[plus any other members you wish to elect to the Committee but you must name their positions below – examples of other members can be:Social SecretaryTrips OfficerSponsorship OfficerMerchandise OfficerPress and Publicity OfficerOrdinary Member6.6.The committee will ensure an up-to-date list of all Committee members is provided to YUSU within two working days of any election.7.Duties of the Club’s Committee7.1.The President/Chair is responsible for:●Providing leadership for the Club●Being a spokesperson/figurehead and representing the Club to external stakeholders.●Ensuring that Club adheres to the relevant policies and to this constitution.●Ensuring the Club Committee contains officers named in section 6.5.●Attending Club Officer Training and Club Open Meetings. ●Calling and chairing meetings of the Club’s committee.●Publicising the Club.●Ensuring all members wear York Sport Union playing kit, as agreed by YUSU.●Any other duties as mutually agreed by the Committee and the President/Chair.●Organising trips.Selecting teams for competitions.Ensuring good relationship with water sports centres.

7.2.The Club Secretary is responsible for:●Attending Club Officer Training and the Club’s AGM●Taking care of the club’s admin, keeping the Club’s back-pages up-to-date, including signatories and memberships.●Arranging meetings and book rooms or venues.●Creating agendas and keeping minutes of meetings as necessary●Communicating regularly with members.●Being aware of key dates for the Club throughout the year.●Organising the AGM (Annual General Meeting).●Any other duties as agreed by the Committee.

7.3.The Treasurer is responsible for:●Administering the Club’s finances in accordance with the Constitution, Laws and Bye Laws of YUSU.●Attending Club Officer Training and the club’s AGM.●Learn and understand the Students’ Union financial system.●Apply for the annual grant and extra funding from YUSU as necessary.●Keep track of all income/expenditure.●Keep the committee and members informed of the Club’s financial situation.●Organise fundraising or sponsorship for the Club.●Countersign every claims form and transport form.●Create a budget for each event and discuss with YUSU Sports Staff.●Any other duties as agreed by the Committee.

7.4.The Social Secretary is responsible for:●Organising socials.●Consideration and inclusion of all students.●Any other duties as agreed by the Committee.

7.5.The Sponsorship officer is responsible for:●Pursuing sponsorship opportunities.Aiding other committee members in securing a grant.Any other duties as agreed by the Committee.

7.6.The Press and Publicity Officer is responsible for:●Keep the online section on YUSU page up-to-date, liaise with the Secretary.●Update your website (if you have one).●Create and manage Facebook, Twitter and Instagram accounts.●Use the digital screens and poster boards.●Advertise meetings and events.●Take photos for the website/social media.●Any other duties as agreed by the Committee.

7.7.The Trips Officer is responsible for:Building ties with local facilities that offer water skiing and wake-boarding.Co-ordinating ticket sales for trips.Any other duties as agreed by the Committee.

7.8The Merchandise Officer is responsible for:Design, publicise and order merchandise each year.Communication with kit supplier.Any other duties as agreed by the Committee.​7.8.No committee member should be responsible for case work e.g. giving support and advice to any individual student, and when these cases present they must be referred promptly to the YUSU who can ensure the proper support is made available.

8.Club Finance8.1.All Club income and expenditure shall be conducted through the YUSU Finance Office. Holding funds externally will constitute grounds for de-ratification and/or disciplinary procedures.8.2.The President (Chair), Secretary and Treasurer shall automatically be signatories to the Club accounts, once YUSU has received an up-to-date signatory list.8.3.Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of the Club; one of which must the Treasurer.8.4.The club’s accounts shall be available for inspection at any reasonable time by YUSU staff.8.5.An annual membership fee is required from all Club members, unless the Club states otherwise, and agrees not to receive YUSU Main grant. The Committee are also responsible for determining this fee and its collection.8.6.YUSU members shall receive no remuneration from the Club, except in legitimate expenses incurred in connection with the Club business.9.Meetings9.1.The primary decision making bodies of the Club are Committee meetings, Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs).9.2.All general meetings must be open and advertised to all members.9.3.Minutes should be taken at each meeting and published to all members. A copy of the minutes must also be made available to YUSU staff upon request.9.4.The Committee shall give at least 7 days notice of any general meeting9.5.The quorum of a general meeting shall be 20% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.9.6.An EGM can be called by the Committee of the Club, York Sport Union Committee or a petition signed by a petition of 25% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.9.7 The minimum number of committee members required to form a quorum at committee meetings is three.

10.Election of the Committee10.1.Only current members of the Club are allowed to stand for elections.10.2.The committee must be elected by the Club at an AGM (see section 9), which must be held at least once in every 12 month period, in the time period suggested by the Sports Sabbatical Officer in the Club’s Timeline.10.3.All members should be made aware of their ability to stand for election and vote.10.4.Only Club members who are also full members of YUSU shall be entitled to vote.10.5.The committee must be democratically elected in a free and fair election.10.5.1.All Club members must have the chance to question candidates and submit a vote in private and in absentia (where necessary).10.5.2.Votes may be counted using either ‘first past the post’ or the ‘alternative vote’ or ‘single transferrable vote’, which offer preferential voting.10.5.3.If desired, YUSU can provide assistance in the running of any election to ensure fairness or to count votes where necessary.10.6.If any vacancies occur in the committee during the academic year, they shall be democratically filled as soon as is convenient via an EGM (Extraordinary General Meeting).

11.Club Complaints Procedure11.1.This procedure allows members to raise complaints about any issues relating to the Club, including (but not limited to):●The safety of activities●The standards of instruction●The standard of equipment used for the activities●Bullying and harassment●Disregard of operational policies of YUSU including the Equal Opportunities and Safe Space policies.11.2.Complaints should first be addressed in writing to the Club President/Chair. When a complaint is made, the President/Chair they must consult YUSU for advice.11.3.If this initial process does not provide a satisfactory outcome, a formal complaint should be made to the York Sport President in writing, triggering the use of York Sport’s Union Code of Conduct or YUSU’s Code of Conduct (Bye-Law 13) to address the formal Complaint.11.4.In serious or unresolved cases, the member may be supported by YUSU in progressing the complaint through the University's Code of Practice on Harassment and/or Complaints Procedure.

12.Dismissal and Resignation of Committee Members12.1.No committee member shall be deemed to be dismissed unless they have received during their term of office a vote of ‘no confidence’ from their Club members.12.2.Before a vote of ‘no confidence’ can be considered against a committee member, the complainant must have attempted to settle the matter informally, and one of the committee members named in section 6.5 will be responsible to oversee this informal process, and act as a mediator when and where they deem necessary..12.3.Any incident which cannot be satisfactorily resolved in this way must be referred to the YUSU Sports Coordinator, who will facilitate a vote of ‘no confidence’. This request much be accompanied by a petition of 25% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.12.4.If a ‘no confidence’ motion is called then a Club EGM (see section 9) must be held, and in order for a vote of ‘no confidence’ motion to be carried it must be supported by two-thirds of those voting.12.5.If the no confidence motion is successful or a committee member resigns, then a committee member must inform YUSU immediately. The Club will then need to hold another EGM to re-elect a new person to the position (see section 9)12.6.If the no confidence motion in unsuccessful.12.6.1.YUSU will facilitate support with the committee to resolve any outstanding issues.12.6.2.Further ‘no confidence’ motions must be on different grounds and not within one calendar month of the general meeting at which the last ‘no confidence’ motion against that committee member was heard.

13.Suspension and Exclusion of Members13.1.No member shall be deemed to be suspended or excluded without a formal process involving YUSU. This is to ensure fairness and transparency of processes.13.2.Any matter which may be considered grounds for suspension or exclusion must be referred as a matter of urgency to YUSU who will instigate the process for an investigation.13.3.If an imminent risk is identified a Club member may be suspended immediately for a period of up to 14 days.13.3.1.Any assessment of risk must be carried out by YUSU at the earliest opportunity.13.3.2.If no process is initiated within these 14 days to permanently exclude the member then the suspension will be lifted and considered resolved once 14 days have passed.13.4.Exclusion of a member is a penalty that can only be considered in exceptional circumstances and subject to the below procedure.13.5.Any member facing exclusion from a Club must have a fair hearing at which they have the right to speak in their defence, have a supporter present and have been advised of the allegations made, and supporting evidence disclosed at least 7 clear days in advance. 13.5.1.The panel for the hearing will be chaired by the York Sport President (or another Sabbatical Officer if there is a conflict of interest) with the following additional members: a member of Societies Committee (who is not a member of any other Club in the same group as the Club) and a member of the York Sport Committee, neither of whom should have previous knowledge of the nature of the allegations, and a YUSU Staff member will minute the meeting.13.5.2.Any decision to exclude a member requires a majority vote from the panel and must be communicated in writing, with a statement of reasons, to the excluded member within 7 days.13.6.A member may appeal against any decision to suspend or exclude them on the grounds of lack of adherence to process, provision of further evidence or evidence that the decision was biased or prejudiced. The member must communicate their intention to appeal in writing to YUSU.13.7.Any appeal of a decision to suspend or exclude a member must be heard by a panel who were not involved with the original decision, have no prior knowledge of the case and will be chaired by a Full Time Officer. Ideally this panel will also consist of one more member each from Societies Committee and the York Sport Committee. However the panel will primarily be constituted with a view to fairness and elimination of conflict of interest.13.8.An appeals panel only has the power to uphold or overturn a decision by the initial panel. They may not suggest alternative sanctions.

14.Amendments to the Club Constitution14.1.The Constitution may be amended by two thirds of the members present at an AGM or EGM.14.2.If amended, the constitution shall be re-ratified by the York Sport Committee before coming into effect, this includes a change of name.

15.Dissolution15.1.The Club may be dissolved if deemed necessary by the members in a simple majority vote at an AGM or EGM. Any assets or remaining funds after debts have been paid shall revert to YUSU, in line with charity law requirements.15.2.In exceptional circumstances, the Club may also be dissolved by the York Sport Committee if deemed necessary and subject to the approval of the York Sport President.

16.Declaration (All Committee Members)​16.1.As a Club Committee Member I agree to abide by, enforce and operate in accordance with this Constitution, Code of Conduct, YUSU’s Constitution, YUSU’s Policies and guidelines in the Resource Hub.